HomeMy WebLinkAboutAgenda Packet - LB - 2009.06.16 URLINGAME PUBLIC LIBRARY IBURLINGAME 1
Board of Trustees Agenda -
June 16, 2009—9.30pm oe P
480 Primrose Road—Library Conference Room
SUGGESTED ACTION
I.v'CALL TO ORDER
IL1/ROLL CALL
III.°/Library Board of Trustees Minutes for May 12, 2009 Appproval
IV./CORRESPONDENCE AND INFORMATION Information
YFROM
A. May 2009 Statistics
THE FLOOR (Public Comments)
VI ,REPORTS
A. City Librarian's Report—Escoffier Information
B. Foundation Report Information
VII. UNFINISHED BUSINESS
�A. informational Fact Sheet
Discussion/Action
Budget Discussion Discussion/Action
C: Communication to City Council Discussion
D. Close Extra Days Around the Scheduled Library Holidays Discussion/Action
VIII. NEW BUSINESS
A. Nomination of Officers —Term June 30, 2009—June 30, 2010 Information/Action
B. Easton Branch Reconstruction Budget Detail Information
IX. ANNOUNCEMENTS
X. ADJOURNMENT Adjourn
Any writings or documents provided to a majority of the Library Board of
Trustees regarding any item on this agenda will be made available for
public inspection at the Reference Desk of the Burlingame Public Library,
480 Primrose Road, Burlingame, California
IMMIRRY
BURL NAME
Library Board of Trustees Minutes
May 12, 2009
I. Call to Order
Secretary McCormack called the meeting to order at 5:45pm.
II. Roll Call
Trustees Present: Nancy Brock, Deborah Griffith,
Katie McCormack, Pat Toft, Sandy Towle
Staff Present: Al Escoffier, City Librarian
Sidney Poland, Recorder
Trustee Candidates: Audrey Bojack, Alvin Begun,
Jessica Hansen
III. Minutes of the April 21, 2009 Trustee Meeting
The Trustees unanimously approved the April 21, 2009 minutes.
M/S/C (Griffith/Toft)
IV. Correspondence and Attachments
April statistics for the Main and Easton Libraries show a combined
increase of 5.12% in Circulation and a 68% increase in self-check.
Approximately, 1400 children attended library programs given by the
Children's Dept.
V. From the Floor
An exchange of introductions between the Trustees and the applicants
for the open board position took place.
VI. Reports
A. City Librarian's Report - Highlights
1. Budget - It was clarified that the City budget reductions are
based on Tiers #4 and #5 and a staff salary freeze across the
R board. Specifically the Library has a print materials budget of
$ 183,732 instead of$ 80,000 as previously thought and a budget
for hourly staff of$ 343,808 instead of the previous figure of
$180,000. Therefore, the reduction for the Library is 11.6%
rather than 15%.
480 Primrose Road•Burlingame•California 94010-4083
Phone(650) 558-7474-Fax(650)342-6295•www.burlingame.org/library
2. Service Reductions at 11.6% -�
The following reductions to services have been implemented:
1) Easton closure on Friday; 2) merger of Reference and
Circulation service desks; 3) increase in self-service; 4) single
staffing resulting in patron service delays; 4) phone service
discontinued on Sunday; and 5) a reduction of story times from 7
to 6 times a week.
B. Foundation Report
1. Fund Raisers - the spring book sale made over $6,100; the
author luncheon was very successful and netted approximately
$20,000.
2. Committee - Foundation members have formed a
committee to preserve library services. Kris and Jim Cannon are
the chairs of this committee.
VII. Unfinished Business
A. Informational Fact Sheet
The trustees reviewed the draft of the educational fact sheet and
suggested some format changes.
B. Budget Discussion
1. Patron Education -Trustee Griffith recommended that the
Library staff hold a "what's new at the Library" training day.to
acquaint patrons with the service changes that are being
implemented due to the budget reductions.
2. Communication to the City Council - The Trustees
unanimously passed a motion regarding the library budget. The
motion states that the Trustees will send a letter to City Council
designating the benefits of a lower level of budget reductions-for
the library and asking Council to consider decreasing the level of.
the proposed budget reductions. M/S/C (McCormack/Towle)
Trustees Towle and McCormack agreed to serve on the task
force.
C. Motion to Modify Library Budget Passed 4/21/09
The Trustees determined that it was not necessary to revisit the
motion at this time.
Library Board of Trustee Minutes May 12,2009 2
V
VIII. New Business
A. California State Library Statistics 2007-2008
The California State Library Statistical Survey ranked the
Burlingame Library in the top 20% of 181 libraries in the
following categories: 1) expenditure for materials; 2) population
served by FTE staff; 3) availability of print materials;
4) circulation of materials; 5) programs offered to all ages;
6) patron visits to the library; and 7) patron usage of PC's at the
library sites. Burlingame Libraries serves a population between
25,000-50,000.
B. Close Extra Days Around Scheduled Holidays
The City Librarian presented the Trustees with the possible option
of closing an additional 15 days before and after scheduled
holidays for the purpose of reducing operating costs. The Trustees
felt that the impact of a 4 day closure on staff and the public was
excessive and recommended that closing 7 additional days be
considered as an alternative. Cost savings for closing for 7 days
will be presented to the Trustees at the June 16th meeting.
C. Resolution Regarding Branch Closure
The Trustees determined that they would not take any-action on
this matter at the present time.
IX. Adjournment
The meeting was adjourned at 7:00pm. M/S/C (Brock/McCormack)
The next meeting of the Library Trustees will be held on June 16, 2009
in the Library Conference Room.
Respectfully Submitted,
Alf ed H. Escoffier
City Librarian
Library Board of Trustee Minutes May 12,2009 3
BURL NAME
City Librarian Report
June 16, 2009
39th PR Award from the American Library Association
Burlingame Public Library received its 39th PR award from the American Library
Association for "Literary Tastings @ Burlingame Library" for the 2008 adult summer
reading club. Sincere thanks go to Maryam Refahi, our graphic artist, and Linda
Santo, our program librarian, for producing such a great effort. We are fortunate in
Burlingame to have such a talented staff that helps us get the word out about library
programs to our population. We will be picking up the award in Chicago next month.
Summer Reading Programs
Summer Reading programs, sponsored by the Library Foundation, are as follows:
1) "Be Creative @ Your Library", for Grades 1-5
2) "Be Creative "Summer Listener's Club, for Pre-School-Kindergarten
3) "Summer Enrichment" Books in multiple copies for all middle schools and high
schools in our service area
4) "Travel with Books-Destination Unlimited" Adult Summer Reading Program,
Read 3 books in 7 weeks
5) "Summer Story Times" Session: June 15-July 31St. (Last Saturday story time
session)
6) "Just Baby and Me" Ages 0-18 months, First Friday of the month
7) "Thursday Movie Afternoons" June 25th, July 9th, July 30th
8) "Motoring with the Motts: culinary travels through Europe" with Weenie Mott,
owner of Weezie Mott Cooking School
9) "Culinary Getaways: Provence &, Tuscany" with Sherry Page
10)"Ocean, road and rail: A year-long family travel adventure"
11)"Family Fun Nights" Tuesday, June 16-28th Free ticketed events
Information Fact Sheet
At the request of the Trustees, an information fact sheet was designed and printed for
the public. The fliers note Centennial Year highlights, as well as annual report
statistics on revenues, expenditures, and ways in which the public can help the
library.
Close Days around Holidays
A revised list of potential closures will be ready for review at your June 16th meeting. I
have revised the list from 15 days of potential closures to 8. When the final calendar
is accepted, staff will do the necessary PR.
1
480 Primrose Road Burlingame•California 94010-4083
Phone(650)558-7474'Fax(650)342-6295'www.burlingame.org/library
Trustee Candidates
President Nancy Brock has announced her intention to leave the Board at the end of
her term this month. City Council interviewed 6 candidates for the Board on June 8th.
The City Librarian conducted an orientation for trustee candidates on May 29th.
Interviewees included: Bob Tessler, Alvin Begun, Audrey Bojack, Jessica Hansen,
Elizabeth Corcoran, and Carol Mink. Council will announce their decision on July
20th.
Library Service Impacts
With the budget nearly approved, the funding reduction totaled $ 477,000. With this
reduction, the anticipated library service impacts to our users will be:
• Close Fridays at Easton Branch, effective May 1, 2009
• Merge Reference and Circulation Desks, effective May 4, 2009
• Focus on self service: Self-Checks, Express Holds, Online renewal
• No phone service on Sundays (Potential summer start date)
• Story times reduced from 7 to 6 per week (Saturday story times to cease July
31St)
Library Collection Budget
With pledged gifts from the Trustees and the Foundation, the library collection
expenditures should be about what they have been this year. We are so pleased to
have such great support for the library.
Balancing the Library Budget for May & June
As you know, in an effort to return a portion of the library budget to the City to help
balance the current year budget, the anticipated July layoffs were moved up to May
11th. I am anticipating a balanced budget for the City as of June 30th.
Online Catalog Hub
Thanks to the Trustees, the online catalog module of 5 computer work stations has
replaced the old reference desk. This will be the hub for searching the online catalog.
This will free up 5 more computers for Internet use in the Electronic Gallery. The
Trustees purchased the computers and printer devices for this new service.
Review of Easton Library Construction Budget
The City Manager requested a review of the Easton construction budget. A complete
report is in your packet.
2
Foundation Report
Members of the Foundation Board can certainly be pleased with their $ 20,000 profit
on the May 9th Author Luncheon. This was the most successful luncheon to date.
Congratulations!
The Foundation is now looking forward to the Garden Party event at John Ward's
home in August. This will be a fundraiser and a friend-raiser for the Foundation.
Upcoming Events:
• June 15, City Council adopts 2009-2010 Budget
• June 16, Library Board Meeting, 5:30 PM
• June 15, Summer Reading programs begin
• July 3 tip 4, Independence Day Holiday, Closed
• July 9, Library,Foundation Board, 5:30 PM
• July 9-13,American,Library Association, Chicago
• July 17, "Grey Gardens" get together for Staff, Board and Foundation, 5:30 PM
3
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF MAY 2009
Burlingame Registered Borrowers
Burlingame Hillsborough Other Total
Adult Patrons 16,253 2,813 0 19,066
Juvenile Patrons 4,844 1,404 0 6,248
Non-PLS Patrons o 0 1,828 1,828
Teachers 90 11 88 189
Temporary Patrons 75 2 0 77
Outreach Patrons 23 1 0 24
Staff 28 0 38 66
Total Registered Borrowers 21,313 4,231 1,954 27,498
Circulation Totals
This month total Main 51,363 This month previous year 48,404 6.11% increase
This month total Branch 5,825 This month previous year 6,487 -10.21%decrease*
This month Grand Total 57,188 This month previous year 54,891 4.18% increase
*Decrease in Easton Circulation is due to 10%reduction in hours beginning May 1, 2009. Easton is closed on
Fridays as a result of budget reductions for the fiscal year 2009-2010.
Circulation Activit
All Children's All A/V All Non-English
Main 17,494 16,394 459
Easton 3,457 1,856 0
Total 20,951 18,250 459
Self Check Usage
`-- Total Items %of 1 st Time Check Outs
Main 25,796 °
Branch 70/°
2,707 63%
Online Renewals
Total Items % of Total Renewals
Main 10,972 75%
Branch 1,161 76%
Reference Activity Inter Libra Loans
Questions Lent 4,061
Reference 2,354 Borrowed 2,524
Children's 1,175 TOTAL 6,585
Lower Level 1,721
Branch 673
TOTAL 5,923
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF MAY 2009
PAGE 2
Collections Main Titles Volumes Main Titles Added Branch Volumes Added
Adult Non-Fiction 283 226 4
Children's Non-Fiction 104 68 24
YA Non-Fiction 0 0 0
Adult Fiction 375 263 43
Children's Fiction 370 129 95
YA Fiction 277 104 23
DVD Fiction Adult 67 26 15
DVD Fiction JUV 43 15 6
DVD Fiction YA 0 0 0
DVD Non-Fiction Adult 56 37 2
DVD Non-Fiction JUV 5 5 0
DVD Non-Fiction YA 0 0 0
BCKD Adult 20 10 6
Children's BKCD 2 2 0
YA BKCD 0 0 0
CD Music Adult 21 21 0
CD Music JUV 4 4 0
CD Music YA 0 0 0
Totals 1,627 910 218
Fines and Fees Main $7,690.29
Branch* 632.32
Total $8,322.61
Main and Easton Deposits
Trustee Special Fund Photocopies/SAM (Main) $969.65
Photocopies/SAM Branch) 26.55
Total Branch and Main $ 996.20
Estimated User Traffic Main 33,070__PAq Average Main 1,140
Estimated User Traffic Easton 3,397 Daily Average Easton 170
Total User Traffic 36,467 Total Daily Average 1,310
Community Room Adult
Number of Meetings Attendance
Public Meetings 6 180
Staff Meetings 5 100
Adult Programs Andy Warhol Program 1 20
City Meetings 3 114
Lincoln School 2nd and 3rd Grade Book Clubs 2 48
Totals 16
462
Conference Room
Book Club Adult 1 15
Staff Meetings 4 100
Foundation Board/Orientation New Board 4 26
Members/Author Luncheon Meeting
City Meeting/Citizens Academy 1 11
Library Board of Trustees/Orientation for 3 17
Prospective Board Members
Totals 13 169
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF May 2009
PAGE 3
Children's and Young Adult Programs
Main
Pre-school Story Time 12 307
Toddler Story Time 8 378
Baby Story Time 1 16
Books and Cookies
Total Story Time 21 Total Story Time Attendance 701
Special Programs Attendance
Children's Book Week with 1 54
author Jeanne DuPrau
Children's Book Week Movie 1 20
Total Special Programs Total Special Program 74
Attendance
Class Visits (Elementary) 26 695
Preschool Outreach Visits 0 0
Total Class Visits 26 Total Class Visits Attendance 695
Easton Story Times &Special Programs Attendance Questions Easton
Preschool 4 148 Reference 683
Toddler 3 102
Total Programs 7 250
Class Visits elements N/A 0 Attendance 0
Total Class Visits Total
Attendance
Easton Internet Usage
User Sessions 1 641
Main Internet User Sessions
Hour, Half Hour, & Ex ress Children's Total
6,011 117 6,128.00
APRIL Outreach Statistics
Current Patrons 16
Total Outreach Patrons 16
Deliveries 23
Pick Ups 2
Books 71
Paperbacks 12
Audio Books 19
Music CD's 12
DVD's 13
Magazines 10
Total Library Materials 137
Close Extra Days Around Holidays, FY 2009-2010
Budget Reduction Item
Revised List (Reducing by 8 days from 15 days)
Indicates: Remain Open
Holiday Current Closure Open/Closed Extra Closure
July 4th Fri, July 3 8s Sat, 4th Sun, July 5 1 day
Labor Day Sun, Sep 6 8s Mon, 7th Sat, Sep 5) 0
Columbus Day Mon, Oct 12th Sat, Oct 10; Sun, Oct 11 0
(Book Sale Weekend)
Thanksgiving Thu, Nov 26 8s 27th Sat, Nov 28; Sun, Nov 29 0
Christmas Thu, Dec 24 8s 25th Sat, Dec 26; Sun, Dec 272 days
New Year's Thu, Dec 31 & Jan 1St Sat, Jan 2; Sun, Jan 3 2 days
`- MLK Day Mon, Jan 18th Sun, Jan 17th 1 day
President's Day Mon, Feb 15 Sun, Feb 14th 1 day
Spring Closure Apr 4th ---
Memorial Day Sun, May 30 & 31St Sat, May 29th 1 day
C t
SAO-
Total
eTotal Extra Closures 8 days
Notes:
1) Book drops must be emptied twice daily, every day, even holidays
2) Recovery from closures of two days or more require extra staff to check-in,
shelve, etc.
3) Recovery from closure of 3-4 days takes at least 2 days and added staff
4) Easton recovery from Friday closure takes until Tuesday the following week
5) Savings is only from layoff of hourly staff; benefitted staff would shift to work on
an open day per their MOU's
Close Extra Days Around Holidays
Budget Reduction Item, FY 2009-2010
Holiday Current Closure Proposed Open Proposed Close Salary Savings
4th of July Fri, 7/3 & Sat, 7/4 N/A Sun, 7/5 $751.38
Labor Day Sun, 9/6 &Mon, 9/7 Sat, 9/8 None 0
Columbus Mon, 10/12 Sat, 10/9 & 10/11 None 0
Thanksgiving Thu, 11/26 & 11/27 Sat, 11/28 & 11/29 None 0
Christmas Thu, 12/24 & 12/25 N/A Sat, 12/26 & 12/27 $1,303.19
New Years Thu, 12/31 & 1/1/10 N/A Sat, 1/2 & 1/3 $1,303.19
MLK Day Mon, 1/18 N/A Sun, 1/17 $751.38
President's Mon, 2/15 N/A Sun, 2/14 $751.38
Spring Sunday Sun, 4/4 N/A - 0
Memorial Sun, 5/30 & 31 N/A Sat, 5/29 $751.38
Total Savings $5,611.96
Notes:
1) Easton is closed on Saturday when main is closed
2) Staffing costs are hourly staff only and do not include SSI costs
3) Benefitted staff are excluded from calculations; MOU's would move them to open days
4) N/S= No savings (benefitted staff shift to another day)
"ENTENNIAL YEAR HIGHLIGHTS
Library Visits: 447,000 library users
12% INCREASE YEAR TO DATE
Library Check Outs: 637,000
12% INCREASE YEAR TO DATE
Children's Check Outs: 239,000
8% INCREASE
t22
on Check Outs: 74,428
INCREASE
Registered Borrowers: 27,661
75% OF POPULATION
Children's Programs: 480 programs
6,555 CHILDREN PARTICIPATED
Pre-School Children: 306 programs
13,091 CHILDREN PARTICIPATED
Outreach to the Community
Class visits to each of 10 schools, Pre-school,
Nursery school visits, Outreach to the It
homebound, Teen programs, Tutor.com
DOLLARS & CENTS
(General Fund)
Expenditures
Staff: $2,217,491
Operating: $1,009,107
Total $3,828,784
Revenues
General Fund: $3,127,574
Hillsborough Library Service: $ 475,000
State: $ 116,378
Burlingame Library Foundation: $ 110,000
Fines &Fees: $ 109,832
,"-Support YourLibrary
• Trustees Special Fund:
Memorial& Commemorative gifts
• Burlingame Library Foundation:
Monetary Donations (501c3 non-profit corporation)
www.burlingamelibraryfoundation.org
• Donate books:
To sell at our semi-annual book sales
• Library Volunteers
2008: 6,500 Volunteer hours
To Volunteer:www.burlingame.org/library
PRIVATE DONATIONS
Burlingame Library Foundation: $110,000
• Paint/Refurbish Children's Room
• Winter Wonderland,Author Events
• Summer Story Times; Family Fun Nights
• Children's Centennial Mural; One time gift from
25 donors
Trustees Special Fund: $20,330
Collections and staff education; Includes donor-dirty
funds; Operates copier &other library services
Mission Statement
The Burlingame Public Library is the cultural and learning center
for the community,encouraging the joy of reading,the wisdom of
diverse ideas,and the power of lifelong learning.Within and
beyond its walls,the Library strives to preserve the past,serve the
present and shape the future with opportunities to connect people
and the world of information.
Main Library, 480 Primrose Road, Burlingame,CA 94010
Monday-Thursday, 10 AM-9 PM;
Friday&Saturday, 10 AM-5 PM; Sunday, 1 PM-5 PM
Easton Branch Library, 1800 Easton Drive,
Burlingame, CA 94010
Monday-Thursday, 2 PM-8 PM;
Saturday, 2 PM-5PM; Friday&Sunday, Closed
Serving the City of Burlingame &.
Town of Hillsborough, Service population: 36,801
Visit us 24/7 at: www.burtingame.org/library
Information presented by the Library Board of Trustees
May 2009
Burlingame Public Library
Highlights of 2008-2009
Library Visits: 447,000
Library Check-outs: 637,000
Children's Check outs: 239,000
Easton Check-outs: 74,428
Registered Borrowers: 27,661
75% of population served
Children's, Teen 8s Adult: 220 programs
Audience of 9,108
Pre-School children: 306 programs
Audience of 13,091
Outreach to 8 schools: Children's Librarian visits to 2,500 children
Library Volunteers served: 6,500 hours
• Implemented "Joint Service Desk" combining Reference 8s Circulation functions
• Self-Service promotion: Self-Check Out; Express Holds; Online Renewal
• Children's Room Mini-Renovation Gift of Library Foundation
• Centennial Kick Off: City Council Proclamation "Year of the Library"
• Library Strategic Planning Team begins work
• Library Mission Statement revised
• Winter Wonderland family event attracts 600
• Fiber Optic cable installed to upgrade broadband 1OX
• Endowment gift from the Willert Trust
• Library User Survey conducted
• Dan Stone Memorial Lecture: Elizabeth Partridge
• Library Newsletter sent to 8,000 households in zip code 94010
Burlingame Public Library
Budget Summary
May 27, 2009
Proposed Library Budget
Budget Assumptions: The Library budget was based on reductions in Tiers #4 and
#5, and a salary freeze for staff.
• Overall Budget Reduction: $ 447,176 or 11.6%
• Operating Reduction: $ 108,642
• Hourly Personnel Reduction: $ 240,000 or 56%
• Collection/Print Budget: $ 183,732 (same last 2 years)
Library Service Impacts: With the proposed budget, the following impacts will be:
• Close Fridays at Easton Branch (Effective May 1, 2009)
• Merge Reference and Circulation Desks (Effective May 4, 2009)
• Focus on self service: Self-Checks, Express Holds, Online renewal
• Longer lines at service desks due to single staffing
• No phone service on Sundays
• Story times reduced from 7 to 6 per week
May Layoffs: In early May we laid off 21 of 26 hourly staff in whole or in part to
balance the current year budget. The need to backfill for two worker's compensation
leaves and two FMLA leaves left us short on funds. We also ceased purchase of library
materials until the end of June.
Highlights of Work Plan for 2009-2010
1) Joint Service Desk. Reduces staffing costs; Creates "one stop" service.
2) Increase Library Volunteer program from current 6,500 hours/year. Staff will
train volunteers.
3) Expand cataloging/processing outsourcing for new materials. Will save costs.
4) Single-staff service desks for most hours. M7 save costs, increase lines.
5) Pacific Library Partnership (PLP) established. Burlingame now belongs to one of
3 mega-library systems in California. This multi-type library system will attract
grants, increase purchasing power, and help make local libraries a good target
for federal stimulus money for technology infrastructure projects.
Donor Funds: $ 170,000
• Library Foundation: $ 110,000 for collection,, and programs
• Trustees: $ 60,000 for collections and programs _
May 27, 2009
TO: Jinn Nantell, City Manager
FROM: Al Escoffier, City Libr
RE: Easton Branch Reconstruction Budget Detail
Below is the requested overview of the Easton project budget, actual expenditures, and
source of donor funds. The project appears to have been authorized by City Council,
on or about October 16, 2001. Please consider this a draft, as the Finance Department
may have slightly different numbers. The Foundation paid for some items directly to
vendors.
Budgeted Expenditures (Council Resolution approved, October 10, 2003, George
Bagdon, Phil Monaghan)
Construction Contract $ 794,000
Contingency $ 40,000
FF & E $ 70,000
Shelving, carpet $ 95,000
Project management, testing $ 103,000
Total $ 1,102,000
Budgeted Funding
Marshall Trust $ 722,766
Library Foundation $ 200,000
Duncan Trust $ 150,000
`.- Duncan Trust $ 29,234
Total $ 1,102,000
Actual Expenditures (Council Resolution approved, January 4, 2005, Phil Monaghan)
Construction Contract $ 970,000 (1)
Total Project Cost $ 1,266,000
Actual Funds for Project
Marshall Trust- Easton $ 698,919 (2)
Duncan Trust $ 186,100 (3)
Trustees $ 15,081 (4)
Library Foundation $ 225,000 (5)
Re-allocation Lib Op Budget $ 90,900 (6)
City General Fund $ 50,000 (7)
Total Project Funding $ 1,266,000
Notes from above:
(1) Change orders totaled $ 176,000 or 22% of the contract ($ 132,000) for unforeseen
asbestos and dry-rot conditions. Funds sufficient to cover this project were covered by
1
the Marshall Trust, Foundation Pledge and the Initial Duncan Trust Pledge. No City
Funds were required. (According to the Resolution, January 4, 2005)
(2) Final funds from the Marshall Trust
(3) Duncan Trust: $ 150,000 initial funding; $ 36,100 2nd funding request; $ 186,100 total
(4) Trustee Special Fund
(5) Library Foundation Donations (71 donors over$ 1,000; complete list available)
(6) Re-allocation of 2004-2005 Library Budget (see notes below)
(7) City General Funds
Notes from #6 above: Funds re-allocated to Easton from Library Operating budget, FY
2004-2005:
$ 4,000 Fiber Optic project delayed until following year
$ 26,000 Library CIP delay (flooring, painting) delayed
$ 10,900 Library 2004-2005 CIP delayed
$ 50,000 Library Flood Insurance (2003 flood) account moved from
use for library collections to Easton project
$ 90,900 Total from Library 2004-2005 Budget approved to complete
Easton project
Allocation of Donor Funds (89% of Project)
1) Marshall Trust Easton Fund: Funds allocated through recommendation by
Board of Trustees; Approval by City Council (October 10, 2003)
2) Duncan Trust: Allocated through recommendation of the Board of Trustees;
Approval by the then Peninsula Community Foundation (now Silicon Valley
Community Foundation); First request: April 22, 2004; Second request:
February 3, 2005
3) Library Foundation: Allocated by vote of the Board of the Burlingame Library
Foundation, 501c3 non-profit corporation. Foundation raised funds from the
community.
4) Library Operating Budget re-allocations. Recommended by City Librarian and
approved by Finance Director.
Attachments:
1) Staff Report to Council, October 4, 2001
2) City Librarian's Report, November 13, 2001
3) Council Resolution Awarding Contract, October 10, 2003
4) Council Resolution Accepting Easton Reconstruction, January 4,'2005
5) Duncan Trust, lst Request, $ 150,000, April 22, 2004
6) Duncan 2nd Request, $ 36,100, January-11, 2005
7) Invoice to Foundation from City for $ 178,854.04 (partial payment)
8) Major Donor List ($ 1,000 and above)
2
CITY 0 STAFF REPORT
AGENDA ITEM# Study Item
BUw,lNGM+E Burlingame Public Library 10-16-01
b Y MEETING DATE:
o
October 4, 2001
TO: Honorable Mayor and City Council SUBMITTED BX:�
FROM: Alfred Escoffier, City Librarian APPROVED BY:
SUBJECT: Easton Branch Library Improvement Project
Action Suggested:
Itis suggested that the City Council review the Easton Branch Library Improvement Project Study and
give direction to the Library Board and the City Librarian on the preferred direction of Council on this
project and endorse one of the three alternatives to improve the Easton facility.
Recommendation:
The Board of Trustees and the City Librarian recommend that the Easton project go forward with Option
#2 "Modemization'as outlined in the Dahanukar Brandes Study "Easton Branch Library Improvement
Project. " This level of remodel would include all necessary handicapped access issues, along with
seismic upgrades,HVAC, plumbing, electrical, mechanical and functional issues, while maintaining the
exterior fagade.
The Board of Trdstees further recommends that the funding of the project be provided by. a)Marshall
Trust($ 600,000); b) General Fund ($ 150,000); c) Library Foundation($ 100,000). The Foundation has
agreed to do fundraising to assist with the furnishing of the building much as they did for the main
library.
Background: The 2,968 square foot Easton Branch Library has been determined to have significant
deficiencies.in structure,mechanical, electrical, window integrity, and handicapped access. The attached
study offers a professional architectural overview of the state of the library building and three potential
options to upgrade it.
Studies began in 1999 with termite and building inspection reports. In the August Dahanukar Brandes
report, structural, mechanical and electrical engineers determined three potential courses of action to
improve the building. Following the engineering reports, a cost consultant was called in to determined
costs for upgrades at three levels: minimum scope, moderate scope and a new building.
y
Easton Branch Library Improvement Project
August 2001
Executive Summary
The Library Board of Trustees and the City Librarian recommend an upgrade to the 75-year-old Easton
Library Building located in North Burlingame at 1800 Easton Drive. Recent studies revealed
deficiencies with termites, dry rot, roof and window leakage which endanger the future of the building.
An accessibility upgrade should be done to assure that handicapped users might utilize the facility.
There are 3 possibilities for this project outlined:
1) Minimum scope. The minimum scope of repair would include.-ADA improvements (ramp, front
door, lobby, toilets and casework modifications.) Work would also include painting, refinishing the
interior of the facility, new carpet, and shelving. Upgrades of electrical and heating systems are
required. $ 620,000
2)Modernization. Modernization would include the above plus, structural seismic upgrade,preserving
the usable life of the building, lowering the platform floor; new roofing and exterior plaster wall finish.
The exterior would remain very similar.
$ 850,000
3)New Building. A third option is construction of a replacement structure on the existing site or another
site. Code requirements for parking,property line setbacks, and potential service delivery changes will
need to be considered with this option. Consideration of other sites or a different building configuration
would-likely increase costs beyond that of the building.
$ 1,200,000 (building only)
To continue to provide library service from the Easton Branch facility, work must be done either to
upgrade or replace the library building.
t (9(11U_PIOAME .
BURLINGAME
PU6LIC.
LIB. RARY
y
City Librarian's Report
-- November 13, 2001
Easton Branch Renovation Project Moves Forward
At the City Council meeting on October 16t", the Council agreed on Option
- #2 of the proposed Easton Branch renovation. This option includes a
complete renovation of the interior of the building, with upgrades for
i HVAC, mechanical, electrical, and handicapped accessibility. The project
' will be funded for the most part with donated funds from the Marshall Trust
and other sources. The tentative timetable includes workshops with the
public this winter, design work jn 2002 and construction in 2003.
Easton Branch Staffin
Lisa Dunseth has resigned as Branch Librarian effective November 2nd. She
will become Branch Librarian of the Bernal Heights Branch in San
5 Francisco.
i We will be reorganizing the Branch-staffing. We will be doing an in-house
� z
recruitment for Librarian III to oversee special projects including the
1 Branch. The new Branch Librarian will report directly to the City Librarian.
It is important as we move forward with the renovation project that we have
strong leadership at Easton. The recruitment date closes November 91�'.
We-will also be looking at further staffing.changes as the month progresses,
including support staff for Easton and for Children's. Michelle Barrese, a
BPL staff member and current library school student, will be assisting Joan
Mani_ni with the Children's operation. Amy Gettle, Circulation Supervisor,
is spearheading the transition team. We expect to have a-new Branch
Librarian in place by December 1.
d
P r i m r o s e R a a d. • Q u r l i n 9 a m e • C A 9 4 0 1 0 4 0 8 3
=:U ne"("650 ) 3 ,42 - 1038 Fax ( 650 ) 342 - 1.948 • ww w.. pls . lib . ca . us / pls / pIs . html
BURYNGAME AGENDA
STAFF REPORT ITEM#
MTG. 10/20/03
D
To: HONORABLE MAYOR AND CITY COUNCIL sUBM[TTED
DATE: October 10, 2003 BY
APPROVED
FROM: PUBLIC WORKS BY
SUBJECT: RESOLUTION AWARDING CONTRACT FOR EASTON BRANCH LIBRARY RECONSTRUCTION -
CITY PROJECT NO. 80370 and REJECTING BID PROTEST OF KINWO CONSTRUCTION, INC.
RECOMMENDATION: It is recommended that Council adopt the attached resolution approving an agreement with
D.L. Falk Construction Inc. for the Easton Library Reconstruction, and rejecting bid protest of KinWo Construction,
Inc.
BACKGROUND: On October 2, 2003, eleven bids were received and opened. Bids ranged from $794,000 to
$1,203,829. The architects estimate was$733,000.Although the bid is in excess of the estimate, staff believes that it
is competitive as there were eleven bidders. The bid summary is attached.
This project will retain the existing library shell and completely reconstruct the interior including a new roof,handicap
access ramps and seismic upgrades. Construction should be completed in the summer of 2004.
The second low bidder; Kin Wo Construction, has forwarded a letter protesting the bid submitted by D.L.Falk.They
are requesting the City deem Falks' bid non-responsive and award the contract to them. (see attached letter dated
October 7,2003 from Kin Wo Construction).City staff does not believe that their claims are sufficient to disqualify the
'I*— )w bidder(see letter dated October 8, 2003 from the City of Burlingame).
D.L.Falk completed the Village Park Remodel Project in 1997 and the work was performed in a timely and satisfactory
manner.
EXHIBITS: Resolution; Bid Summary;Agreement, Letter dated October 7, 2003, Letter dated October 8, 2003.
BUDGET IMPACT:Following is a financial summary:
Expenditures
• Construction contract $ 794,000
• Construction contingency $ 40,000
• Furniture and equipment $ 70,000
• Shelving, carpeting and misc. $ 95,000
• Project management, inspection and testing $ 103,000
Total $1,102,000
Fundine
• Marshall Trust $ 722,766
• Foundation Pledge $ 200,000
• Initial Duncan Trust Pledge $ 150,000
• Additional Duncan Trust Pledge $ 29.234
Total $1;102,000
Philip B. Mona an, P.E.
Senior Civil ErPeer
c: City Clerk, City Attorney, Finance Director, D.L. Falk Construction; KinWo Construction
�'—�■`�� AGENDA
BURLlNGAME STAFF REPORT
ITEM#
MIG.
DATE
TO: HONORABLE MAYOR AND CITY COUNCIL SUBMITTED
DATE: January 4, 2005 BY
APPROVED
FROM: PUBLIC WORKS BY
SUBJECT: RESOLUTION ACCEPTING EASTON LIBRARY RECONSTRUCTION -
CITY PROJECT NO. 8037
RECOMMENDATION: It is recommended that Council accept the Easton Library Reconstruction by resolution in
the amount of$970,000.
BACKGROUND:On October 20,2003 the project was awarded to D L.Falk Construction,Inc.for$794,000.Change
orders totaling$176,000 or 22%of the construction award were negotiated during the course of work. Unforseen
asbestos and dry-rot conditions accounted for 75%of the change order total.
Outstanding punch list issues will be covered by withholding retention payments to the contractor,and by maintaining
contractor warranties and bonds.
EXHIBITS: Resolution.
BUDGET IMPACT:Funds sufficient to cover this project were provided by the Marshall Trust,Foundation Pledge
and the Initial Duncan Trust Pledge.No City funds were required.
Philip Monaghan, P.E.
Senior Civil Engineer
c: City Clerk, Finance,D.L.Falk Company,Inc.
S:\A Public Works Directory\Staff Reports\8037.stf.wpd2.wpd '
Peninsula Community Foundation 1012
Roger and Jean Hunt Duncan Fund
en3ul Fund Activity Statement
t"111munItYfoundation April 1, 2004 through June 30,2004
Ift; Mi
OEM
Date Grant ID Grantee Amount
04/22/2004 2004-00382 Burlingame Public Library (150,000.00)
*-denotes a void/refund (150,000.00)
#-denotes a canceled payment
i
Peninsula Community Foundation 1012
Roger and Jean Hunt Duncan Fund
pence Fund Activity Statement
--rammunityfmns 4orl January 1,2005 through March 31,2005
Date Grant ID Grantee Amount
02/03/2005 2005-00628 Burlingame Public Library (36,100.00)
*-denotes a void/refund (36,100.00)
#-denotes a canceled payment
4� CITY c INVOICE
s
BURUNGAME CITY OF BURLING"E
y 0
FINANCE DEPARTMENT
�oq
�F4TED JUME 6 1
0 501 PRWROSE ROAD
BURLINGAME,CA 94010-3997
Attention: Mary Blythe I Date 2-Aug-04
Burlingame Library Foundation
480 Primrose Road CONTACT:
Burlingame, CA 94010 Al Escoffier, City Librarian
I- -I
Remainder of Donation for Easton Branch Library Construction $ 178, 854.04
Please make check payable to City of Burlingame, Easton
Project.
3 copies to Finance
2 copies to Payor
1 Copy to File
EASTON BRANCH LIBRARY RESTORATION
MAJOR DONORS -
Ben„-Anixter Family Edward, Anna. & Elaina Kobayashi
Mary;:,Herman & 'Christy Armstrong In Memory of Malcolm S Kohn
John.Basye &,,Barbara Hewitt Jennifer. & Steven Lamont
Joe &>Cathy�Baylock Joan & Ralph Lane
Patti.,&; Ri;; ardBergsing = The McCormacks
Lorett j. "Carlu§� Bievins '” Dr. Lizah & Mr. Steven M. McLaughlin
Ma &-Gary. Blythe w Richard :& Peggy McLaughlin
Burlmgaime Library Board of Trustees Thomas Z. Marshall Trust
Burlingame ;Library Foundation John T. Michael Family
rne
BurlindaLions Club Carol & Chuck Mink
Kris & ai h,Cannon Brian & Terry Modoff
Cecile'8E�JDavid 'Coar ' Deborah & George Montgomery 11
Robert_..s& Gretchen Cody Mary Lou & Douglas Morton
The rC"u k Corgi' Family Lauren Speeth & Seth Neiman
Cory Ross & John Crary Cathy & Raul Nicho
In ,Nlemo,j�y of Stanley K. Delzell Rosalie M. O'Mahony, Mayor
Carolyn. &;_Anthony DiCenzo James C. Parsons Family
Dolby ,Laboratories Inc. Dale & Evie Perkins
In-Memory=of ,Sadie Dreikurs Mike Ross & Kate Phillips
--� Jane & Yl�ichar.. Dunbar In Loving Memory of Chick Porter
Roger & Jean-Hunt Duncan Trust Maria & Lou Realyvasquez
Ernest ,Lowenstein Foundation Dave & Shelley Richanbach
Alfred k Escoffier Lauren & David Rosen
Jacqueline .Evans Lisa & Mark Rosenthal
Marie G,. Frykberg Carol & Craig Rossi
Leon Greenspan, M.D. Chi-Hwa & Margaret M. Shao
Deborah Griffith & Family Sturzenegger Family
Mary Beth & Russ Hagey Susan, Michael, Andrew & Avery '-1
Luana & Robert Hammett Sarah, Leah & Becky Swig
Bill Tiedeman & Patricia Harding Ltlli _Rey & Val Vaden _
Susan & Bruce Herman -Elizabeth Johnson Wade
Sara & P. Gordon Hodge Dorothy M. Wilson
J. Michael & Melinda Horwitz Gary & Patricia Wolfe
The Hulsey Family Stephen J. Scheifele &
Louisa Zee Kao & Lorenz Kao Rochelle L. Yonezawa
Kern Jewelers Sheila & Sam Young_
Burlingame Public Library
Easton Drive Branch
City Council
Rosalie O'Mahony, Mayor; Joe Galligan, Vice-Mayor; Mike Coffey;
Cathy Baylock, Terry Nagel
Board of Trustees
Mary Herman Armstrong, Cecile Coar, Catherine McCormack,
Carol Rossi, David Carr, Patricia Toft
City Manager Public Works Director
Jim Nantell George Bagdon
City Librarian
Alfred H. Escoffier
Project Coordinators
Philip Monaghan, Susan Reiterman, Patricia Harding, Barry Mills
Dahanukar Brandes Architects
Craftsman Home Interiors
D.L. Falk General Contractor
Originally built by the North Burlingame Women's Club, 1927
Opened as Easton Branch Library, 1947
Re-Dedicated to the community of Burlingame, October 2, 2004